Planner, coordinator, stylist or venue manager: who does what?
What each one does, and which ones you actually need for your wedding.
Let’s jump straight into it because this a jungle for everyone who isn’t in the business, and even then it seems to be complicated to understand the responsibilities for each role.
The shorter answer is that a venue manager looks after the venue, a coordinator looks after your day, a planner looks after the whole journey and a stylist looks after the look.
They are not the same job, and one does not replace another.
Photo: Rebecca Lundh
The venue manager works for the venue
They take care of the building, the staff, the kitchen and the rooms. That is a big job, and they do it well. But their first loyalty is to the venue, and their work stops at the venue's door. A venue manager does not do the job of an external planner or coordinator. They will not chase your florist, hold your timeline or step in when the photographer is late. Neither are they there to help you steam a dress in the morning, make sure
The coordinator works for you, on the day
A coordinator is a service everyone should have. Even with a small guest list. Even with a helpful venue. You and your family should be in the moment, not answering questions from the caterer. And even if you have a toastmaster, they will thank you for hiring a coordinator.
A few things a coordinator does that you may not have thought of:
Builds a minute-by-minute timeline and shares it with every vendor
Briefs your toastmaster and makes sure the speeches start when they should
Welcomes each vendor when they arrive and shows them where to set up
Checks that the band has power and the photographer has your family photo list
Brings an emergency kit: pins, plasters, tape, a sewing kit, stain remover
Keeps water and a snack ready for you, and looks after cards, gifts and valuables
Has a plan for rain, a late vendor or a delay, and makes the decision calmly
Packs up your personal things and decorations at the end of the night
The planner works for you, from the start
A planner guides you through the whole process: budget, venue, vendors, contracts, design, timeline. It is the biggest investment of the three and not something every couple needs, wants or can afford. But if you want to save yourselves time and avoid mistakes, or if you are planning from another country, it is worth every penny. Many planners also include coordination on the day.
Design and styling: the look of the day
A stylist or designer takes care of how colours, flowers, tables and decor all fits together. It is basically exactly what it sounds like.
Two things to know: not every planner includes design and styling, and, again, not every couple needs it. You are free to ask a planner to help with budget and logistics only, and do the creative part yourselves if that’s what you wish for.
We’ll finish with the most asked question on this topic: "Do we need a coordinator if the venue already has someone?"
Yes. The answer is 100% yes. The venue's person makes sure the building works. Your coordinator makes sure the whole day works.
Not sure what you need? Tell us about your wedding and we will match you with the right person, free of charge.
Start with the fixed points, work backwards and add buffers. A simple and near fool proof way to build a timeline everyone can follow.